16. Record keeping
Contents
16.3 Monthly Returns (Drain Discharges)
16 Record Keeping
The following records are required by the Ionising Radiations Regulations 1999 and its Approved Code of Practice, or by Certificates of Registration or Authorisation issued under the Radioactive Substances Act 1993, or by the Radioactive Material (Road Transport) (Great Britain ) Regulations 1996. They have to be kept for a varying number of years, and for some the School/Unit has a responsibility.
| Record | Time to be Retained | Keeper of Record |
Classified Personnel Health Record |
50 years after last entry | Radiation Protection Service |
| Classified Personnel
Radiation Dose |
50 years after last entry | Record Radiation Protection Service |
|
Non-Classified Personnel
Dose assessment records |
2 years from date of report | Radiation Protection Service |
|
Non-Classified Personnel
Monitor tests (14 monthly) |
2 years from date of test | Radiation Protection Service |
| Leakage tests (26 monthly) | 3 years from date of test | Radiation Protection Service |
| Laboratory monitoring | 2 years from date of report | School/Unit |
| Isotope records relating to ordering, storage | 2 Years from date of last entry | School/Unit |
| Waste disposals | 5 years from date of last entry | Radiation Protection Service |
| Transport document or record of transfer | 5 years from date of transfer | Radiation Protection Service |
Of particular importance here are those records where the School/Unit and the individual radiation worker have a major role to play, i.e. in laboratory/equipment monitoring, and in the maintenance of isotope records.
16.1 Monitoring Records
Information on monitoring techniques and requirements is available. All radiation workers have a role to play in monitoring and in keeping satisfactory records.
16.2 Radionuclide Records
There are three main forms in use at the University, which provide all the details required to be kept by the Regulations. These are:-
- Unsealed Radioisotope Source Record (Book of Forms) (See Appendix 18)
- Radioisotope Record for Sealed Sources (School/Unit Inventory)
- Radioisotope Monthly Return (For discharges to drain) (See Appendix 32)
16.2.1 Unsealed Sources
Each batch of isotope should have a record form that shows its usage. Important points to note are:
- Record unique batch and vial identification numbers.
- For every experimental technique, you should know approximately what proportion of waste will be generated in each category.
- Remember that it is the activity at the time of disposal which should be recorded, whenever possible
16.2.2 Sealed Sources
A record of all sealed sources in a School/Unit should be kept by the DRPS. Where School/Units hold a large number of sealed sources, they may wish to have a sealed source register. All sealed sources are affected by this record keeping requirement - even reference sources and those in liquid scintillation counters. The exemption limits of the Radioactive Substances Act are very low indeed (0.4 Bq/g) and, therefore, of no help in easing this requirement.
16.3 Monthly Return (Drain Discharges)
As soon as possible after the end of each month, each School/Unit using unsealed sources is required to send to the Radiation Protection Service the waste discharged to drain. This is normally the responsibility of the DRPS.